QuickBooks Interface Module

The PrISM QuickBooks Interface Module, or QIM, provides a convenient
bridge between the PrISM system and the QuickBooks accounting system.
Daily sales statistics, customer orders on account, and vendor account
activity are all transferred via an efficient .XML-based interface. As
each day is closed in PrISM by running End-Of-Day, .XML files are created
locally on the system file server and later moved to the QuickBooks server.

PrISM QuickBooks Interface

The setup detail for the QIM interface is handled in PrISM by the Setup
QuickBook Interface screen. If this menu option is not available,
then your location may not be properly licensed to use QIM; please contact
Microworks
Sales for more information. Once the QuickBooks Interface screen
has been loaded, most locations will only need to click the defaults button
in the lower left corner of the navigation toolbar to properly configure
QIM.

If you wish to customize your configuration,
this is where your changes need to take place. There are several
important things to keep in mind about this setup screen:

This
is that data that will be used to create your daily Sales Receipt
in QuickBooks - each item used will create a line on the QuickBooks
Sales Receipt.

The
total of these lines must be Zero. As with most accounting systems,
each entry made actually needs to balance a Debit and a Credit transaction.
As a simplified example, Food and Beverage Sold and Cash Deposits
will have a positive and negative balance respectively and produce
a zero total. In the real world, Cash Paid Out, Money Received,
Cash Over/Short, and Credit card deposits need to be factored in as
well. Setting the defaults will ensure a proper entry is made
in QuickBooks; any customization should be made from that point.

If
you have multiple store locations, the QuickBooks Store Name and Class
name are all that are necessary to instruct QuickBooks how to handle
the transaction - the QuickBooks account name does not need to be
unique for each store.

The
Store Name must be defined in QuickBooks as a Customer and the Class
Name is simply defined in QuickBooks as a Class. These names
must match exactly but are not case sensitive.

The Whole Process

The actual process of interfacing your
store's PrISM data to your QuickBooks server can take place at any time
interval; daily, weekly or when ever you're ready. Store data must
flow from your PrISM POS through QIM into your QuickBooks accounting system.
The step-by-step process breaks down as follows.

If
QuickBooks is not installed locally, these files stack up until you're
ready to make the transfer.

.XML
store data is transferred to the QuickBooks server.

The
data import takes place when QIM is executed and started with QuickBooks
already running.

Once QIM has successfully imported your store sales and expense data,
QuickBooks functions as it normally would. All Billing, Reporting,
and Graphing options are available - the entire QuickBooks feature set.

There are a number of ways of designing the .XML transfer between your
store file server and your QuickBooks file server. You can use a
dial-up connection, an Internet-based broadband connection, or simply
a floppy disk. If you would like help customizing your QIM data
communications, or any other aspect of this interface, please contact
Microworks Sales to discuss the details.

QuickBooks Bills

QIM will create a QuickBooks Bill for every Invoice/Delivery created
in PrISM. This will allow all purchases created in PrISM - "Food",
"Beverage", "Paper", and "Other" - to flow
directly to the appropriate QuickBooks accounts.

Tip:
In order for this process to function correctly, the Vendor list
in PrISM must match the vendor list in QuickBooks. Each list must
be an exact match with the exception that they are not case sensitive.